Safeguarding

Within this policy, where Flashpoint Climbing Group or FCG is used, this includes the following companies: Bristol Rocks Ltd (Redpoint Bristol), Freedog Bristol Ltd (Flashpoint/Freedog Bristol), Abertawe Climbing Ltd (Flashpoint Swansea), FP Cardiff Ltd (Flashpoint Cardiff).

Policy Statement

The Flashpoint Climbing Group recognises that: 

• All children or vulnerable adults have the right to be protected from harm and be in a safe environment.
• We have a duty of care to safeguard all children and vulnerable adults involved in the FCG activities.
• All children and vulnerable adults have the right to protection and the needs of children or vulnerable adults from all backgrounds and abilities must be taken into account. 

The Flashpoint Climbing Group will:

• Ensure the safety and protection of all children and vulnerable adults involved in its activities through adherence to its child protection and vulnerable adults policy and procedures (see separate procedure document).
• Support anyone who in good faith, reports their concerns that a child or vulnerable adult is at risk of, or may actually be, being abused.

Anyone under the age of 18 years of age is classed as a child. 

Policy Objectives

Within the context of indoor climbing centres (Flashpoint & Redpoint) and activity centres (Freedog & Crazy Climb) instruction and general supervision of children, FCG  staff need to be able to identify the difference between bad, naughty and or disruptive behaviour and child abuse or abuse against a vulnerable adult.

This policy aims to:

• Support FCG staff and volunteers to recognise  potential safeguarding issue 
• Ensure staff understand how to respond, record, and report concerns, disclosures, or allegations.to a potential safeguarding issue  
• Promote a safe culture in all FCG centres and activities, including instructed sessions and events.

Roles and Responsibilities

Safeguarding Lead: General Manager oversees all reported incidents and leads on escalations. 

Safeguarding Officer: The Centre Managers acts as the Safeguarding Officers and leads on safeguarding concerns and escalations from their centre.

Management Team: Supports investigations, decisions, and actions.

Marketing Manager: Ensures any media, filming, or content activity involving children or vulnerable adults follows consent and data requirements.

All staff and volunteers: Must follow this policy, complete required training, and act on concerns immediately.

Recognising Abuse (Children and Vulnerable Adults)

“Abuse” describes ways in which a child or vulnerable adult may be harmed or placed at risk of harm. It can result from action or inaction by a volunteer or paid staff member/carer, a family member, friend, peer, or another person. In line with the Children Act 1989 and the Care Act 2014, abuse includes physical, emotional/psychological, sexual, and neglect. For vulnerable adults, it also encompasses financial/material and discriminatory abuse.

Physical Abuse

Physically hurting or injuring, for example, hitting, shaking, burning, or biting. In an instruction or coaching context, this might include forcing a child to train or climb beyond their capabilities, or ignoring the limits of a growing body.

Emotional Abuse

A persistent lack of help, or encouragement, ridicule, or overprotection that prevents socialising. In a coaching context, this may include unrealistic expectations, undermining, or bullying.

Sexual Abuse

Involving a child or vulnerable adult in activities that meet the sexual needs of an adult, from sexualised comments to physical acts, including exposing children to pornography. In a coaching context, this may include inappropriate photography or video.

Neglect

Failing to meet basic physical needs such as food, clothing, or medical attention, or leaving children unsupervised. In a session context, this can include persistent poor supervision or ignoring a child to the detriment of that child’s self-worth.

Financial or Material Abuse

The unauthorised or improper use of a person’s money, property, or resources. This can include theft, fraud, coercion around financial decisions, or failing to protect personal possessions or bank details.

Discriminatory Abuse

Treating someone unfairly due to their age, disability, gender identity, race, religion, sexual orientation, or other protected characteristics. This may include exclusion, harassment, or failing to make reasonable adjustments for accessibility.

The Flashpoint Climbing Group will support anyone who in good faith reports their concerns that a child or vulnerable adult is at risk.

What Is Bullying? 

Bullying is a common form of abuse that can be physical, verbal, or emotional. It can have serious and lasting effects on children and vulnerable adults, and must never be dismissed as a normal part of growing up or everyday life.

There are three main types of bullying:

• Physical, e.g. hitting, kicking or theft.
• Verbal, e.g. racist or homophobic remarks.
• Emotional, e.g. persistent negative feedback.

Common features:

• Deliberate hostility and aggression towards the victim.
• A victim who is weaker and less powerful than the bully or bullies.
• An outcome which is always painful and distressing for the victims.

Bullying behaviour may include:

• Other forms of violence.
• Sarcasm, spreading rumours, persistent teasing.
• Torment, ridicule, humiliation.
• Racial taunts, graffiti, gestures.
• Unwanted physical contact or abusive, offensive comments of a sexual nature.

Examples in climbing environments:

• A parent or carer who pushes too hard.
• A coach or staff member who adopts a “win at all cost” philosophy.
• A climber who intimidates others.
• Peer pressure to attempt routes that are too hard or dangerous.

All those involved in the running of FCG centre activities must be aware of the anti-bullying policy.

Anti-bullying policy

• FCG has a zero-tolerance approach to bullying by staff, the public or session participants 
• All parties using FCG centres must report any instances of bullying.
• Early intervention in cases of potential bullying is essential to prevent harm to the individual and to stop the formation of bad behaviour habits in perpetrators.
• Sanctions may include investigation, removal from a session, restrictions, or termination of employment.

Possible actions:

• Speak with the individual, explain the situation, and seek reconciliation.
• Inform the bully’s parents/carer.
• Insist on the return of any borrowed items and seek to establish how the victim is to be compensated for any damage caused.
• Provide support to the victim and the staff involved.
• Impose sanctions as necessary and in line with policy.
• Encourage and support the bully(ies) to change behaviour.
• Hold meetings with the families/carers to report on progress.

Possible Signs of Abuse 

Even for those experienced in working with child abuse or vulnerable adults, it is not always easy to recognise a situation where abuse may occur or has already occurred. FCG acknowledges that its staff and volunteers are not necessarily experts at such recognition. 

Below are listed some of the characteristics which may be evidence of abuse. These

are by no means exhaustive and are only indicators of potential abuse, not confirmation.

• Unexplained or suspicious injuries such as bruising, cuts or burns, or burns in unusual locations.
• An injury of which the explanation seems inconsistent.
• Self-harm.
• The child or vulnerable adult describes what appears to be an abusive act involving them.
• Unexplained behaviour changes e.g. becoming very quiet, withdrawn, or displaying sudden outbursts of temper.
• Inappropriate sexual awareness.
• Distrust of adults where trust would normally be expected.
• Difficulty making friends or being prevented from socialising.
• Displaying variation in eating patterns, including overeating or loss of appetite.
• Becoming increasingly unkempt or dirty.

The presence of one or more of these indicators is not proof that actual abuse is taking place. It is not the responsibility of those involved in FCG activities to decide whether child abuse is occurring but it is their responsibility to act upon any concerns.

Disclosure, Suspicion or Allegation 

Disclosure is when information about potential harm or a safeguarding concern is revealed. Suspicion is a reasonable concern that someone may be at risk. An allegation is a formal assertion that abuse, neglect, or harm has occurred.

Context in FCG centres

At FCG centres there are two main environments where a suspicion or disclosure could happen.

• One-off sessions such as Crazy Climb, Freedog activities, and tasters: staff may have limited knowledge of the child or family and less opportunity to notice changes over time.
• Recurring club sessions, such as Rock Monkeys, Little Monkeys, Academy, and Squad, staff can observe patterns and changes more readily.

The main difference between the two is the instructor’s familiarity with the child, vulnerable adult, carer, legal guardian or family. 

In a one-off session, you do not have the advantage of seeing a change over a period of time or identifying out of character or unexplained behaviours of a child or vulnerable adult. You are unlikely to build a relationship where a child or vulnerable adult would feel confident to disclose information to you.

FCG is aware that children’s or vulnerable adults behaviour and language can sometimes seem unusual or out of character, it is important to remember (and include in any statement) the context, reactions from peers and legal guardians and general wellbeing of the child or vulnerable adult. However this policy states that it is your responsibility to act upon any concerns, so the worst response can be to do nothing.

Allegations of Previous Abuse

Allegations may be raised long after events took place. Follow the same procedure and report to the appropriate third parties, for example, the police or children’s services.

Recording Information 

Information that is passed on to the FCG, social services and police must be as helpful as possible. Hence there is a necessity to make as detailed a record as

possible. This should endeavour to contain:

What to record

• The nature of the incident.
• Description of any visible injuries.
• The child’s or vulnerable adult’s account, as close to their words as possible.
• Times, dates, locations, and other relevant facts.
• Clear distinction between fact, hearsay, and opinion.

How to report

• Complete the Reporting Concerns Google Form, or the centre’s current reporting tool, as soon as possible.
• Notify the Safeguarding Officer, who is the Centre Manager, without delay.
• If there is an immediate risk of harm, contact the police or children’s services first, then inform the Safeguarding Officer.

Storage, Access to and Retention of Recorded Information

All information regarding child and vulnerable adults’ welfare must be kept secure, digitally and only accessible by the management team. Any information can be passed to the welfare team at the BMC or relayed to relevant 3rd parties (eg. NSPCC). If any information is written on paper then these documents will be stored in lockable storage, only accessible by the management team. Electronic storage is preferable and efforts will be made to convert paper documents into electronic versions.

Internal Enquiries and Suspension 

In the event of FCG being informed of an allegation of poor practice, bullying or abuse against a person involved in FCG centre activities, an investigation will take place.

The Centre Manager will arrange a meeting of the Management Team. This group will decide which of these categories the incident falls within and what action is to be taken.

The person accused may be suspended from their role while the investigation is ongoing, pending the outcome of any investigation by the statutory authorities. It should be made clear to this person that this is only a precautionary measure and will not prejudice any later disciplinary procedure.

Irrespective of the findings of any criminal or child protection enquiries, the management team will assess all individual cases to decide whether a volunteer or member of staff will be reinstated and how this can be handled.

This may be a difficult decision, particularly where there is insufficient evidence to uphold any action by the police. The disciplinary subcommittee will need to base its decision on the facts of the case and the findings of any investigation by the Social Services department and where applicable the outcome of a prosecution by the Police.

FCG will provide support to an individual where an accusation of abuse has been shown to be false. In cases where there is insufficient evidence for prosecution, the Management Team may consider that on the balance of probability, an incident has occurred. Nevertheless, the sub committee must attend to the facts as reported by the investigating authority and their reasons for not taking the matter further. 

The responsibility of the Management Team is to agree on the best way forward and to carry out whatever disciplinary measures they consider to be appropriate. In this, they will have to regard the welfare of the young person/s or vulnerable adult above all else.

Good Practice

FCG staff, particularly those involved in climbing activities, will be working in an environment where a “hands on approach” may sometimes be necessary. 

• Ensure that such contact is kept to the minimum, done openly, in response to the child’s or vulnerable adults needs, 
• Is within the knowledge and consent of the child/vulnerable adult and their parent / legal guardian/carer. 
• There may, in extreme circumstances, be situations where reasonable contact may be used. i.e. preventing risk or injury to self or session participants. Please record any such incident and report it to the Centre Manager.

Below are outlined guidelines, ideas and suggestions that help to create a safe environment for children and vulnerable adults. They should also help in ensuring that a child/vulnerable adult or others do not misinterpret the behaviour of adults. In the first section, the FCG responsibilities and the responsibilities of any club directly involved with working with young people or vulnerable adults are outlined.

Good practice for adults working with young climbers

Staff and volunteers must respect the rights, dignity and worth of all. They must also treat everyone with equity.

Climbing coaches, supervisors and staff should ensure that the welfare of any young climber or participant is paramount and that the activity should be fun.

• They should think about:
  • Not over-climbing, or over-training, young climbers.
  • Young people climb because they enjoy it. Remember winning a competition may be only part of that enjoyment.
• Motivate young people through positive feedback, constructive criticism and a Growth Mindset.
• Ensure young climbers climb in an environment where inherent risk is kept to a minimum and is within accepted guidelines.
• Never allow young climbers to climb when injured.
• Ensure all equipment is appropriate and in good condition.

• Although it is vital that harnesses are worn correctly, assisting customers with their harness should only be done in an open environment, should involve the minimum amount of physical touch and should never be forced upon the participant, assistance should be an option if they choose it.
• It is important when supervising young people/vulnerable adult to avoid situations where an adult and an individual child/vulnerable adult are completely unobserved, particularly in a confined space such as a changing room.
• If physical support is required e.g. spotting, support when bouldering, ensure the individual is aware of what is happening and has consented to this physical help. Some parents/carers are becoming increasingly sensitive about this type of help and their views should be respected at all times.
• When supervising young people/vulnerable adult in a changing area adults should ideally work in pairs. Always check before entering a changing area that everyone is decent. Ideally parents/carers should take responsibility for their own child/vulnerable adult in these situations.
• Encourage an open environment, always explain why you are doing something and try to facilitate, as far as is practical, an open and inclusive approach to FCG activities. People often respond better if they feel they are part of the process.

The following should only be sanctioned in an emergency situation and then only if a member of the centres’ management team and the legal guardian have been consulted and has agreed in writing:

• Taking young people/vulnerable adult alone on car journeys.
• Spending time alone with a young person/vulnerable adult who is not a direct relation or guardian.

The following must never be sanctioned:

• Taking young people/vulnerable adult alone to your home.
• Sharing a room with a young person or young people or vulnerable adult.
• Allowing young people to engage in the use of inappropriate language.
• Making sexually suggestive comments to a young person/vulnerable adult even in fun.
• Doing things of a personal nature for a young person/vulnerable adult they can do themselves.
• Allowing allegations made by a child/vulnerable adult to go unchallenged, not acted upon or not recorded.
• Allowing young people to consume alcohol or take illegal recreational drugs.
• Allowing any physically rough or sexually provocative contact or games.

Positions of trust

All adults who work with young people/vulnerable adults are in a position of trust which has been invested in them by the parents/carers and the young person/vulnerable adult. This relationship can be described as one in which the adult is in a position of power and influence by virtue of their role. In climbing most adults recognise that there are certain boundaries in the coach/climber/activity monitor relationship which must not be crossed. The relationship is no different between a school teacher and a pupil.

 

Safer Recruitment of Staff and Volunteers

The FCG highly values all the work its staff and volunteers do with young people and vulnerable adults. As part of the recruitment process, all those concerned with this work must be confident that recruitment procedures are as comprehensive as possible. The vetting of individuals to varying degrees is a necessary part of the recruitment process. This procedure in no way reflects any element of distrust about a possible volunteer or member of staff. It is merely a procedure that all individuals must go through to protect everyone.

• All Job Descriptions must reflect the role employees take in carrying out the Safeguarding policy 
• Job Advertisements will include a statement about safeguarding – 
• Job advertisements will inform potential staff they will be subject to a safer recruitment process including a DBS check – ‘All staff play an active role in safeguarding and as such are subject to our Safer Recruitment Policy including DBS and other relevant background checks’ 
• Interview process to highlight requirements for employment – DBS, background check etc… 
• All members of staff, freelancers and volunteers must complete a Staff Induction
• All members of staff must read, sign and adhere to this Policy
• Key members of staff must be DBS checked
• Safeguarding Code of Conduct read and signed 

 

Guidelines For The Use Of Photography 

The following statement can be found on the Terms and Conditions of Use:

“Photos & Films

We may use any photos or films taken of you in the centres on our website and social media. You must inform the Duty Manager every time you enter the building if you do not consent.”

Guidelines for the use of photography and the above statement are:

• Anyone wishing to opt-out / not be photographed in the centre will have their wishes upheld.
• If you suspect someone is taking photographs of children or persons without their permission you must challenge them / clarify the situation. Inform the Duty Manager and Management as necessary. 
• If there is a specific FCG appointed photographer for a session or event, they must inform the participants and group leaders of their actions.
• Video as a coaching aid: There is no intention to prevent coaches from using video equipment as a legitimate coaching aid. However, young climbers/vulnerable adults and their parents/carers should be aware that this is part of the coaching programme and care should be taken in the storing of such films. Specifically a drive only accessible by limited people. Furthermore these videos should be deleted as soon as possible after use.
• Best practice for storage: Photos or videos should be uploaded to shared storage and removed from devices ASAP.
• Removal request: If any picture or video is used on social media or marketing, anybody who appears in the media is entitled to ask for that media to be removed. This will be done ASAP.
• For further information, see the FCG Content Creation Policy.

Social Media

All social media activity must follow the FCG Social Media Policy.

All safeguarding concerns arising from social media must be recorded through FCG reporting channels and, where appropriate, reported to the platform.

Messaging Services 

Do not use private or direct messaging with children or vulnerable adults on social platforms. Coaching and squad communication must use approved platforms such as Spond, which include guardians in all communications.

All one-to-one communication is to be carried out on this platform between the coach and individuals only when deemed necessary and as form of additional coach support.

Pick Up Policy 

FCG has a responsibility to care for all young people and vulnerable adults while they are under our supervision. This policy applies from handover to collection, which may extend beyond the instructed period.

Redpoint and Flashpoint Sessions

To ensure their safety, we require updated emergency contact information, and staff should be made aware of any relevant medical or custody concerns.

Our staff will be trained to follow our pickup policy diligently. This policy applies from the time a child/vulnerable adult is handed over to an instructor by their legal guardian or accompanying adult until the time they are picked up by them. This time frame may be longer than the period of instruction as children often arrive before the session starts and leave after instruction has finished.

At the end of each session, the instructor will bring their group back to the designated drop-off and pick-up area.

If a parent is not present, the instructor informs the Duty Manager, who will then attempt to call the parent/carer of the child/vulnerable adult. During this time, the child/vulnerable adult will be instructed to wait in clear view of the Duty Manager (or reception desk), who assumes responsibility for their safety as the instructor may have another session to conduct.

The aim of the policy is to safeguard the child/vulnerable adult and ensure their welfare in these times.

This policy applies to all children under instruction up to and including children aged 15. Age groups identified:

• 4 – 11 years of age
• 12 – 15 years of age
• Vulnerable adults 

Definitions

Checked in:  attendance recorded in RGP by reception or the instructor.

Under instruction:  on session checked in.

Handover: child or vulnerable adult handed into our care or child returned to parent’s care

Accompanying adult:  parent or legal guardian, or an adult responsible for one  or more children, for example, two friends in the same club.

Children aged: 4 – 11 years

Cannot be checked in without a legal guardian or accompanying adult present to hand over care. A legal guardian or accompanying adult must remain on site, unless the child is on a half day or full day holiday club where continuous supervision is provided.

Children aged: 12 – 15 years

Must be accompanied to their first club session. After that, they may check in themselves. A legal guardian or accompanying adult may leave the building but must return by the session end.

Vulnerable Adult 

Should be accompanied by a carer or support worker. And where appropriate the carer or support worker can leave the building during the session.

Freedog Sessions and Crazy Climb Sessions 

To ensure their safety anyone under the age of 18, must have an acceptance of risk form to be completed by the parent or legal guardian on our system. This is checked by staff ahead of each participation in an open session.  Where a vulnerable adult is capable they will complete a form for themselves if not the carer would complete a form relevant to the session.

Children under the age of 12 must have an accompanying adult within the building at all times. 

Parents are able to view their children during the sessions and will know the time the session is due to end this is made clear on the booking information.. 

There is a clear place where all participants will exit when the session ends. Where parents can wait to collect their children. 

With the exception of our Freedog site where there are multiple exits from the trampoline area. The area can be viewed by parents from the cafe mezz. 

We do not require children over 13 to have a parent on site during the session however we  request they are back in the centre for the end of the session. We have a LIMA procedure in place should any parent and child become separated. 

For all sessions we require emergency contact information for all participants which is part of the AOR form completed before any session starts.

Any children that seem to be lost or unable to locate a parent, a member of staff will ensure they are left with a Duty Manager who will ensure the parent or guardian is located. 

If a child is reported as missing the LIMA procedure will be activated. 

We regularly review and update our policies to ensure their ongoing effectiveness.